Purchase order

About the purchase order

A purchase order is usually the first order that is created in relation to order management. A purchase order specifies the goods that goes into your inventory for further processing before selling the goods. Subsequently, you create lots that are key to ensure traceability of your goods through out the supply chain.

If you wish to make a purchase directly for production or sales, you can use direct shipping.

In your company settings you can set some default settings for your orders.

Create order header

To create a purchase order, you need to fill in the order header with the information regarding the order details such as supplier, dates and delivery terms.

  1. Click Purchase in the top menu, and select Orders in the drop-down menu to view your purchase orders or create a new.
  2. Click Create Purchase Order in the upper right corner to create a new order.
  3. In the first tab, Order Details, you need to fill in the following fields:

Title Explanation
Order Details  
Supplier Select the partner who is the supplier. A drop-down menu will appear if you click in the typing field. You can start typing the name of the partner and suggestions will appear as you type. If you have not created the partner yet, you can click the + and create the partner.

Indicate the suppliers location as well e.g. the address.
Order date The Order date is the date the order was placed. The date is auto filled with the date the order is created in the tracezilla application. You can overwrite the date if you ordered the goods from the supplier some other date.
Currency Select the Currency from the drop-down menu. You can type a letter when the drop-down menu is open to find the currency faster.
Exchange rate When you have selected the currency, you do not have to do anything further about the Exchange rate except checking the rate is correct. You can update the rate by clicking the two arrows forming a circle. The exchange rate is updated daily according to the European Central Bank.
Suppliers Reference You can enter a reference like a order number or invoice number in the field. This is optional.
Payment term Select the term you have to pay for the goods to the supplier in the field Payment term. The information usually appears on the invoice from the supplier. You can select a default payment term for this partner in the partner settings. The payment term will automatically appear and you will not have to select the terms manually every time you create a purchase order.
Who owns this order The person who owns the order is the tracezilla user who are the contact person. This is usually the person who ordered the goods or the person responsible for the contact to the supplier company. The field is auto filled with the tracezilla user who created the order but you can simply select another user in the field.
Contact Select the suppliers Contact person. This could be the person you have been in contact with regarding ordering of the goods. Contacts associated with the partner are created in the partner settings. In the partner settings, you can choose a default contact. Click in the field to see the contacts already created. If you have not created the contact yet, you can click the +.
Status Set the Status of the purchase order. You can select either Order, Draft or Qoute. If you select the status Quote the associated document will be a quote request. If you select the status Order or Draft the associated document is a order confirmation. In case of the Order status, the supply status of the created lot lines will be comfirmed and you will be able to dispose the lots in other orders. In case of the Draft status, the supply status of the created lot lines will be expected and you will not be able to dispose the lot in other orders.

 

Delivery Details

Go to the next tab in the order header, Delivery Details.

Delivery Details  
Deliver to partner Select the partner the goods are delivered to. It is often your own partner or an extern manufacturer the goods are delivered to.

Select the recipient address in the field partner location as well. If you have not created the partner or the location, you can click the +. It is very important you make sure it is the correct location you have chosen in the field. The goods are stored in the selected location, and in the later process the goods can only be selected and picked from that location.
Pickup from partner Select the partner who deliver the goods. Select the location as well.
Forwarder You can select the partner who are responsible for the shipping of the goods. Select the shipping address as well in the location field. The Partner name and the location address will appear on documents. It is optional to fill in the information. If you have not created the partner already, you can click the +.
Delivery date Select the date on which the goods are delivered to the location selected in the field Deliver to partner. Depending on which browser you use tracezilla in, you can either enter the date or select it from the pop-up calendar.
Delivery term From the drop-down menu, you can select the delivery terms that has been agreed with the supplier. In the drop-down menu, you will find INCOTERMS®, which is a set of pre-defined terms issued by the International Chamber of Commerce which defines responsibilities of buyer and seller in relation to trade. You can enter a customized text and the text will appear on documents. You can set standard delivery terms for the partner in the partner settings.
Pickup date Select the date when the goods are picked up from the location selected in the field Pickup from partner. Depending on which browser you use tracezilla in, you can either enter the date or select it from the pop-up calendar.
Availability date Select the date when the goods are available at the location indicated in the field deliver to. The availability date will often be the same as the date for receipt and checking of deliveries before the goods can be used for further processing.

It is very important that the selected date is correct, as it effects when the goods are in stock and available to be disposed in other order types e.g. production orders or sales orders.

 

Remarks

You can enter Remarks or add Tags to the order in the tab Remarks. Text entered in Remarks will appear on documents. If you wish to add a comment to the order, that will not appear on documents, you can enter this in Internal Comment.

Remarks tab purchase order

If you have made an agreement with the supplier or the supplier entered a comment on the order confirmation or invoice, you can enter the text here. The remark will appear on documents. This is optional.

You can add a tag to the order. You can use tags to organize and structure content. It could be used for categorization as well. This makes it easier to find a group of orders in overviews. Tags are for internal use in tracezilla. If you have not created the tag, you can click the +. This is optional as well.

 

Remember to click the button Save when you have filled in the information in the order header. You can change some of the infomation at a later time, if needed.

 

Create order lines

Order lines contain the items that you have ordered. You create a order line for every item (goods, freight, samples) that is included in the order.

Generally, tracezilla distinguish between lot lines and service lines. The lot lines get goods into stock and service lines are for services like freight appearing on the invoice. Services does not effect the inventory levels.

 

Create lot lines

  1. Go to the tab Purchased Lots and click the button Create lot.
  2. In the dialog, select the SKU, you want to create a lot for, and how many lots you wish to create. If the SKU does not yet exist, you can create it as you go.
  3. Select the Quantity of lots.
  4. Enter the number of lot units in a lot.
  5. If you did not lock the relation between unit of measure and lot unit, you must also indicate the number of units of measure per lot unit.
  6. Indicate the purchase price per unit. If you created a price list and linked it to the supplier, the price will fill in automatically.
  7. As a default, the Supply Status will be set to Confirmed. You can change this status to Expected or Draft. To be able to dispose a lot, the status must be Confirmed.
  8. In the section Attributes, you can set values for the individual attributes. You define on the SKU which attributes should be available. You can read about attributes here.
  9. Under the tab Origin Country, Dates, Misc. you can indicate Use by/Best Before and Manifacturing date, if relevant. This is necessary to manage your inventory using the FEFO principle - First Expiry First Out.
  10. Click Save.

   
Stock Keeping Unit You can choose between three options in the upper field that impact which SKUs you can select in the field down below.

- Active SKUs: you can find the SKU among all the SKUs set up as active. Inactive (end-of-life) SKUs cannot be selected in the field below.

- Has partner relation: By selecting SKUs with partner relations, the drop-down menu is limited to show the SKUs that have been set up with a partner relation for the specific supplier selected in the order header.

- With partner prices: By selecting SKUs with partner relations, the drop-down menu is limited to show SKUs which have a price entered in the price list associated with the partner selected in the order header.
Quantity Enter the quantity of pieces, colli, bags, litre or kg you have ordered depending on which unit of measure you selected when setting up the SKU.
Unit price (currency) Enter the price per unit e.g. per kg, colli etc. You can create and associate a price list to a partner. Then the price for the goods will be auto filled. Read more about price lists.
Enable traceability We recommend that traceability is always enabled when trading food products or other products for which the law requires traceability.
Quantity of lots Enter the number of lot units in a lot.
Including Free Units If you have received a quantity of goods and some of these goods were free, you can indicate it here. The information will appear on documents.
Supply Status Indicate the supply status of the goods. When the supply status is confirmed, it means that the lots can be disposed in other orders, because it has been confirmed that they will get in stock.

When the supply status is expected, the lots can not be disposed in other orders. For example, you may have ordered some goods and therefore expect them to be in stock soon, but you have not yet received the order confirmation or is unsure whether the supplier can deliver the desired quantity of goods.

When the supply status is draft, the lots can not be disposed in other orders. The status is use full when you want to order goods but are still in the process of figuring out which quantity of goods will be needed.

The supply status can be an advantage to use correctly when several users work together in the system, so that there is no doubt about whether goods have been ordered or not.
Attributes You can assign attributes to your lots. An attribute can be specification, size, packaging or quality, but also information about suppliers SKU code, storage bin, customs status or EU tariff code. You need to enable an attribute to indicate it on a lot. Read more here.

Create service lines

Add a service line to the purchase order to indicate a service related to the order.

A service is something that a company or institution offers its customers for free or for a price and which does not result in elevation of the inventory levels. There are different types of services. The most common service is freight and the associated costs.

A service can also be a demonstration of goods, e.g. samples of goods, information materials or where an employee from a company physically demonstrates goods. A service can also be lending of equipment such as kegs and coolers.

Go to the tab Service lines and click Create Service Line. A dialog will appear with the following fields:

   
Predefined service If you have created a service, you can select the service in the field. If you use a predefined service, you do not have to fill the other fields in the dialog.
Line Text Enter the text you want to appear on documents that describe the service. The text will be placed on the same line as the price for the service.
SKU on order Select a SKU from the lot lines on the order if you want to relate the service line to a specific SKU. e.g. a discount on the SKU and not the whole order. The service line will be placed below the line it is related to on documents.
Category Select a category from the drop-down menu e.g. analysis, freight, discount etc. The category defines which column the price for the service line is placed in in reports such as the sales report.
Tags If you have created a tag relevant for the service line you can simply click the field and select it from the drop-down list. If you want to add a tag, you can click the +.
Calculation method Select whether you want to indicate the price for the service Per unit, as a fixed price or as a percentage.
(Per unit) Select the unit of measure the price should be calculated according to e.g. colli, kg, litre, pcs.
Price/unit price/percentage The name of this field varies depending on which calculation method you selected in the field above. Indicate the fixed price, percentage or price per unit in the field. If the price is per unit, you will be able to see the total price in the lower gray field. If the service line is a discount, make sure to use the sign - e.g. -10%.

 

The further processing of the purchase order

You can change between the tabs Purchased Lots, Service Lines, Deliveries, Budget, Expenses, Documents and Files on the order.

The buttons above the lot lines

The buttons above the lot lines are related to the lot lines. To apply a button, simply tick off the box next to the lot line. If you want to apply a button on all the lot lines in the purchase order, tick off the box in the upper line next to the search filter. This will mark all the lot lines.

Read more about the use of the buttons below:

Bulk actions  
Add trace You can add a track to your lot, which helps to ensure traceability, e.g. a batch number. A Trace System defines the type of trace you can add. By selecting the Trace System Other, you can define a trace yourself. The name of the trace is then entered in the field Label. In the Key field, enter the information associated to the trace e.g. a number or an identification code.

The trace should be brought forward: allows finished goods to inherit traces assigned to raw material lots due to production.

However, you can add the trace to the lot afterwards. To do so, (1) click Warehouse in the top menu and select Lots. (2) Find the specific lot e.g. by using the filters to the left. (3) Click the lot. (4) Navigate to the tab Traces. (5) Click Add trace.
Set dates By clicking the button, you can add a manufacturing date and Use by or Best Before date to the lot. When trading food products a distinction is made between Use By and Best Before dates. Use by dates are usually indicated on products that are potentially not safe to eat after the date. As for Best before dates the product can be eaten after the expiration date. After the expiration date the consumer are responsible for judgement of the goods whether it is safe to eat based on taste and smell.
Refresh prices If you have made changes in a Price list connected to the order, since adding the lot lines, you can refresh prices by clicking here.
Change supply status You can change the supply status of lots, if you e.g. need to dispose some lots, but can not yet confirm the complete purchase order.
Move to You can use this feature to move lots from one order to another. If, for example, a lot has been entered on the wrong purchase order, you can move the lot to the correct order, without disturbing the lot number sequence and avoiding reentering traces and other data.

Lots can be moved between purchase orders and production orders.
Create as… If you want to use the same lot and quantity of kg, pcs, colli on another type of order, you can use this feature.

Select the order you want create the lot lines on in the dialog or create a new order by clicking +.
Print labels You can print labels generated by tracezilla to put on your goods in stock. Select what kind of information should appear on your label by ticking the menu that appears. There is a QR code on your label by default. You can scan it with tracezilla’s cloud-based application on the phone. Then you can view the lot and its informations on the phone.
Delete chosen By clicking the button, you delete the lot line(s) marked. This is a permanent action, which is why you have to confirm your action in the dialog.

 

Adjust the order before receiving

When an order is delivered, it is important to adjust the order to what in fact is delivered, if this differs from what was originally ordered.

 

Adjust the quantity of goods

If the delivery does not contain the ordered quantity, it is easily adjusted:

  1. Go to the specific order, that needs adjusting.
  2. Click the lot line.
  3. Click the three dots and arrow on the right, and select Edit in the drop-down menu.
  4. Adjust the quantity to what is actually delivered.
  5. Click Save.
  6. Repeat for other lot lines, if necessary.

 

Split a lot line

There can be more than one reason to divide a lot.

For example:

  • If an purchase order has more than one lot per SKU, the lot line can be split to add seperate traces or Best Before dates, and more.
  1. Go to the purchase order.
  2. Click the lot line.
  3. Click the three dots and arrow on the right end of the lot line.
  4. Click Split line in the drop-down menu.
  5. Enter the quantity of the first part lot. The remaining lot will be generated automatically.
  6. Click Save.
  7. Repeat the action if more that two lots have been delivered.

 

Partial delivery and backorders

When a delivery is incomplete, e.g. due to errors or backorders, you can make a partial receivance of the order.

  1. Click Receive order. The entire order must be received for a start.
  2. Click the tab Deliveries.
  3. Click the three dots and arrow on the right, and select Go to Delivery in the drop-down menu.
  4. By the lot, that needs to be split up, click Edit on the right.
  5. Adjust Quantity to the quantity actually received. If the whole lot is in backorder, enter 0.
  6. Continue to adjust all lots necessary. The deselected quantities will appear on a seperate delivery, with the delivery status Pending. When recieving the backorder, the status will change to Delivered and the order will no longer appear in the order overview.

 

With tracezilla you can print QR code lot labels for internal use and GS1 parcel labels.

  1. Go to the order.
  2. Click the relevant lot line.
  3. Click the three dots and arrow on the right of the line, and select Go to lot.
  4. in the upper right corner, click Print Label.
  5. Select the Label format.
  6. You can enter a remark of choice. This will appear on your label.
  7. Click Print Labels
  8. A window will appear with the printer menu for the printer connected to your computer. Follow the guidelines of your printer.

Dispatch and receive order

When you have received or dispatched an order, you can easily mark it received/dispatched by using the buttons Dispatch order and Receive Order in the upper right corner of the order. Read more about Deliveries.

 

 

Return of purchased goods

If the received goods are to be returned to a supplier, this is registered on the purchase order. 

On the purchase order, the goods are registered as returned and the reason is noted. A debit note can be created based on the returned goods.

To do this, follow these steps:

  1. Click Purchase in the top menu and select Orders.

  2. Search for the order in question where you have registered the purchased lot.

  3. Go to the order and click Reopen order in the upper right corner.

    Please note that the order must be open (have status as Order) in order to correct the quantities and create a debit note.

  4. Click the line with the lot to be returned. The lot line unfolds.

  5. Correct the lot line:
  • If the entire lot is to be returned, tap the blue button with three dots and an arrow. Then select Edit and the supply status is corrected to Lost.

  • If a part of the lot is to be returned, tab the blue button with three dots and an arrow. Then select Split Line. Enter the quantity returned. Correct supply status to Lost.

  1. Go to the next tab in the Country of Origin, Dates, etc. and enter the reason for the return in the Line text. Click Save.
  2. Go to the Documents tab.
  3. Click Create debit note. Click E-mail to send the document to the supplier.
  4. Tap Receive Order to close the purchase order.

Outline